How In The Groove Music Uses Knowi to Track 45,000 Tracks Across 30 Years of Licensing Data
In The Groove Music, a music licensing company with over 45,000 tracks and 30 years of historical data, uses Knowi to unify fragmented data sources from FileMaker, QuickBooks, and Daylight CRM into six operational dashboards. By choosing Knowi over a $50,000 custom reporting build, the company now tracks release profitability, annual budget planning, and catalog performance across all revenue streams including licensing fees, royalties, and mechanical licensing.
"It helped us determine an annual budget number for our music projects this year."Jack Swift, Controller & Business Manager at In The Groove Music
Fragmented Data Across FileMaker, QuickBooks, and a CRM with No Way to Connect Them
In The Groove Music, founded in 1996, manages a catalog of over 45,000 tracks with composers spanning Minneapolis, Korea, Germany, and the Faroe Islands. Their music appears in NFL broadcasts, NCAA March Madness, ABC/Disney news packages, and Golf Channel programming. But behind the creative output, the business data was scattered across three disconnected systems.
- Publishing and catalog data locked in FileMaker (Claris), a proprietary database
- Accounting information siloed in QuickBooks
- Opportunity tracking in Daylight CRM
- Answering basic business questions required manual Excel exports and cross-referencing across all three platforms
- No unified view of spending, earnings, or investment decisions
- Faced a choice: invest $50,000 in custom reporting tools requiring months of testing, or find an existing platform
"It helped us determine an annual budget number for our music projects this year. Before Knowi, we were estimating. Now we have the data to back it up."
Six Dashboards Connecting Every Revenue Stream in One Place
In The Groove Music selected Knowi based on two factors: cost and the responsiveness of the support team. The platform connected FileMaker, QuickBooks, and Daylight CRM into unified dashboards, eliminating the need for manual exports and cross-referencing.
With 6 dashboards and 3 regular users, the team now tracks:
- Release profitability: production costs vs revenue across licensing fees, royalties from PROs, and mechanical licensing collectives
- Annual budget planning: data-driven allocation for new music projects, replacing estimation-based budgeting
- Catalog performance: ongoing monitoring of how catalog investments perform financially across 30 years of historical data
Unified Visibility Across 30 Years of Music Licensing Data
Release Profitability Tracking
Compare production costs against revenue across all streams: licensing fees, royalties from PROs, and mechanical licensing collectives.
Data-Driven Budgeting
Replaced estimation-based budgeting with data-driven annual allocation decisions for new music projects.
Catalog ROI Visibility
Ongoing monitoring of how investments in 45,000+ tracks perform financially over 30 years of historical data.
$50K Build Avoided
Achieved unified reporting without the $50,000 custom build that would have required months of testing.
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